User & Role Management¶
Module: User Management, Role Management | Audience: Admin, Owner
Table of Contents¶
- Overview
- User List
- Inviting a User
- Editing a User
- User Detail View
- Role Management
- Role Types
- Creating a Role
- Permission Configuration
- Data Access Restrictions
- Reporting Hierarchy
- Master Data Used by This Module
Overview¶
User Management handles user onboarding, profile management, and organizational assignment. Role Management defines the permissions and data access levels for each user role. Together, they implement the system's Role-Based Access Control (RBAC).
User List¶
Path: Sidebar → User Management → User List | URL: /users
Paginated list of all users with columns for name, email, role, department, location, and status. Use the search bar to find specific users.
Inviting a User¶
Path: User Management → Invite User | URL: /users/invite
| Field | Type | Required | Validation | Depends On |
|---|---|---|---|---|
| First Name | Text | Yes | — | — |
| Last Name | Text | Yes | — | — |
| Yes | Valid email format; unique across system | — | ||
| Password | Password | Yes | Minimum 8 characters | — |
| Employee ID | Text | Yes | Numeric only (0-9) |
— |
| Role | Dropdown | Yes | Default: "user" | Roles |
| Contact Number | Phone | Yes | Digits, spaces, hyphens, and + only ([0-9+\-\s]) |
— |
| Reporting Manager | Dropdown | Yes | — | Users |
| Department | Dropdown | Yes | — | Departments |
| User Locations | Multi-Select | Yes | At least one location | Locations |
| Language | Dropdown | Yes | Default: English. Options: en, es, fr, de, hi | — |
What Happens After Submission: 1. The user record is created in the system. 2. An invitation email is sent to the specified email address. 3. The user must accept the invitation and complete Auth0 registration. 4. Until accepted, the user appears with an "Invited" status.
Editing a User¶
Path: User List → Select User → Edit | URL: /users/:userId/edit
All fields from user creation are available for editing except: - Email — read-only after creation (Auth0 identity)
User Detail View¶
Path: User List → Select User | URL: /users/:userId
| Section | Content |
|---|---|
| Profile | Name, email, phone, employee ID, language |
| Organization | Department, location(s), reporting manager |
| Role | Assigned role and permissions summary |
| Activity | Recent actions and login history |
Role Management¶
Path: Sidebar → User Management → Role Management | URL: /role-management
Role Types¶
| Role Type | Description | Editable | Deletable |
|---|---|---|---|
| Owner | Full system access; pre-defined | Limited | No |
| Member | Basic access; pre-defined | Limited | No |
| Custom | User-created roles with configurable permissions | Yes | Yes |
Creating a Role¶
Path: Role Management → + Create | URL: /role-management/create
| Field | Type | Required | Validation |
|---|---|---|---|
| Name | Text | Yes | Max 100 characters; unique per company |
| Description | Text Area | No | — |
| Is Active | Toggle | No | Default: Active |
Permission Configuration¶
Path: Role Detail → Permissions tab | URL: /role-management/details/:roleId
Permissions are organized by Entity Type and Action:
| Add | Edit | Delete | View | |
|---|---|---|---|---|
| Asset | ✓ / ✗ | ✓ / ✗ | ✓ / ✗ | ✓ / ✗ |
| Location | ✓ / ✗ | ✓ / ✗ | ✓ / ✗ | ✓ / ✗ |
| Category | ✓ / ✗ | ✓ / ✗ | ✓ / ✗ | ✓ / ✗ |
| User | ✓ / ✗ | ✓ / ✗ | ✓ / ✗ | ✓ / ✗ |
| Manufacturer | ✓ / ✗ | ✓ / ✗ | ✓ / ✗ | ✓ / ✗ |
| Model | ✓ / ✗ | ✓ / ✗ | ✓ / ✗ | ✓ / ✗ |
| Department | ✓ / ✗ | ✓ / ✗ | ✓ / ✗ | ✓ / ✗ |
Toggle each permission on (✓) or off (✗) for the role.
Data Access Restrictions¶
Beyond action permissions, roles can be restricted to specific data subsets:
| Restriction Type | Configuration | Effect |
|---|---|---|
| Category Access | Select specific asset categories | Users with this role can only see/manage assets in the selected categories |
| Location Access | Select specific locations | Users with this role can only see/manage assets at the selected locations |
| Status Visibility | Select specific asset statuses | Users with this role can only see assets with the selected statuses |
Example: A "Warehouse Operator" role could be restricted to: - Categories: "IT Equipment", "Furniture" - Locations: "Warehouse A", "Warehouse B" - Statuses: "In Stock", "In Transit"
Reporting Hierarchy¶
Users are linked through the Reporting Manager field, creating an organizational hierarchy:
CEO
├── VP Operations
│ ├── Warehouse Manager
│ │ ├── Operator A
│ │ └── Operator B
│ └── Logistics Manager
└── VP Finance
└── Asset Controller
The reporting hierarchy is used for: - Workflow escalation (escalate to manager at level N) - Approval routing (route to reporting manager) - Organizational reporting
The system supports a maximum of 8 levels in the reporting chain.
Master Data Used by This Module¶
| Master Entity | Where Used | Purpose |
|---|---|---|
| Departments | User creation — Department field | Organizational assignment |
| Locations | User creation — User Locations field | Physical assignment |
| Roles | User creation — Role field | Permission assignment |
| Users | User creation — Reporting Manager field | Hierarchy establishment |
| Asset Categories | Role configuration — Category Access | Data restriction |
| Asset Statuses | Role configuration — Status Visibility | Data restriction |
Related: Getting Started · Workflow Management · Admin Portal